AGENDA ITEM #1.

CITY COUNCIL COMMUNICATION FORM

FROM: Winnie DelliQuadri, Assistant to the City Manager

Rachel Lundy, Special Events Coordinator
Cory Christensen, Chief of Police

THROUGH: Gary Suiter, City Manager

DATE: November 12, 2019

ITEM: Special Activity Permitting Update and Blackout Dates

X DIRECTION
X INFORMATION
ORDINANCE
MOTION
RESOLUTION
PROCLAMATION

I. REQUEST/ISSUE & BACKGROUND INFORMATION:

This item reviews the first year of implementation of the City's special activity
permit process, identifies options for needed improvements, and outlines
upcoming implementation of city policies.

City staff, in partnership with the Steamboat Springs Chamber, spent two years,
in 2017 and 2018, gathering information, meeting with stakeholders, and
formulating a strategy for updating and improving its special events process.
City Council passed an ordinance in April 2019 that:
• Updated definitions for special activities and city, school and private activities.
• Identified exclusions from the special activity permit process.
• Updated special activity permit procedures.
• Clarified that the city will provide some services at a cost.

The adopted ordinance works in concert with policies that were adopted by city
council in April 2019 for event categories, park venues, streets venues, event
capacity, and event permit denials, as well as with deadlines, fees, and

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administrative matters determined by the City Manager. Resolution 2019-37,
special activity permit policies, is provided as Attachment 2.

Application and Process Improvements: The City’s Special Activity Permit

application can be found here:
http://steamboatsprings.net/DocumentCenter/View/18917/Application-Rules-
Regulations

Goals that were identified for system improvements included venue

standardization, venue reservation system, solid deadlines, a single point of
coordination, online permit system, and pre/post event meetings with event
producers. This year, a venue reservation calendar was created to allow staff
to view proposed and approved events and have a better understanding of
the staffing/equipment capacity for any given weekend. A Special Events
Coordinator was established to serve as the single point of contact for event
producers during the permit process which has led to improved
communication between the City, event producers, and the community. The
Special Events Coordinator also leads pre/post event meetings with city staff
and event producers to identify potential issues prior to events taking place
and identify improvements in an after action review.

The deadlines established for the permit system include applications,

personnel, and equipment requests due no less than 45 days before an event
and a permit turnaround time of 30 days or less. 59% of applications were
turned around in 4 weeks or less and 26.39% of applications took more than
6 weeks due to additional forms needed or further meetings with staff before
approval. 39% of applications were submitted with less than 45 days before
the event.

Venue standardization and an online permit system are two goals that staff
will continue to work on with the plan of having venue standardization in
place for 2020. Staff continues to work with the CORE team to see if either
an online permit system can be incorporated with the enterprise software,
integration with an existing city software (ActiveNet), or requires the purchase
of a third party software. Improvements for 2020 include tweaking the
application to clearly define the needs from the Routt County Department of
Environmental Health, streamlining the single use special events sales tax
license, identifying the day of contact for an event, identifying commercial
filming of events, and identifying whether a smaller event is associated with a
larger event.

Community Service Officer Program Transition: The Police Department

transitioned the structure of the Community Service Officer program in summer
2019 in order to provide seven day a week supervisory capacity. Previously,
the department had a CSO supervisor who worked five days a week. Within

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this new CSO framework, a Special Assignment Sergeant provides oversight to
CSOs Wednesday through Saturday, coordinates with events on these days,
and attends pre and post event meetings. The on-duty Sergeant provides
oversight to CSOs Sunday through Tuesday and coordinates with events on
these days.

In 2019, the City was unable to hire as many Community Service Officers as
was desired, which led to a smaller number of CSOs being available for special
events and traffic control activities related to field and facility rentals. In 2020,
the department anticipates hiring 10-12 people to fill seasonal CSO positions,
and will invest 60 hours in training each individual. Travel time from the CLEF
will be included into CSO contracts, and the City will appoint a lead CSO or a
Police Officer to each event that requires 3 or more CSOs.

First Year Debrief: Attachment 3 provides notes from the city staff debrief of
the first year of implementation of the new system. Attachment 4 provides
event producer feedback received at a stakeholder meeting held on October
28, 2019. Overall, both city staff and event producers both feel that the special
activity permit process is moving in a positive direction.

Evolving Definitions: City staff have noted that there is a gray area within
definitions utilized by the special activity permit system and recommend the
following criteria be used by staff to differentiate between the following
categories:
 Field Rental vs Special Activity – criteria include reoccurring activity
(field rental), non-traditional activity for field (special activity), number
of people (larger: special activity), parking capacity exceeded (special
activity), city services provided (special activity)
 Private vs public special activity – number of people (smaller: private,
larger: public), invite only (private), fundraising (public), number of
services provided (none: private, some: public)

Policy Implementation – Capacity Criteria: Staff have identified the following

capacity constraints and propose to utilize these when implementing the Special
Activity Capacity Policy and Special Activity Permit Denials Policy. This means
that when we have hit capacity in any of these areas, we will not allow an
additional permit during the relevant time period. Capacity criteria are:

1. Fire personnel available for Special Activities. (4 per day. All are off
duty personnel.)
2. Ambulances (1)
3. Police Officers available for Special Activities. (4 per day. All are off
duty personnel.)

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 4. Community Service Officers available for Special Activities. (Maximum
of 8 people/day, 120 hours per day, 400 hours per week, 1,420 hours
per year)
5. Venue Capacity - # people per venue based on square footage
6. Parking available at the venue / venue area
7. Cones available (300 cones)
8. Barricades available (30 barricades)
9. Total number of events, including sports fields and facility use
10. Road closures in any particular area to allow public safety access
11. Proximity to large events that take resources

Policy Implementation – Venue Correlations (e.g. automatic blackouts): Staff

have identified correlations between certain venues whose use causes capacity
constraints at the other venue. Staff recommends that these venue
relationships be formalized as part of the implementation of the Special Activity
Capacity Policy and Special Activity Permit Denials Policy.

1. Howelsen Amphitheater: If a large (100+ people) event is held here,

the Lodge and Howelsen Parking Area A (lodge parking area) cannot
be reserved separately.
2. Vanatta and Klumker Fields – Howelsen Parking Area A is not available
as a venue.
3. Howelsen Parking Area A (lodge parking) – Howelsen Lodge and
Vanatta and Klumker Fields cannot be used when this venue is used
separately.
4. Howelsen Lodge – Howelsen Parking Area A is not available as a
venue.
5. Howelsen Beach –Howelsen Parking Area C is not available as a venue.
6. Howelsen Parking Area C – Howelsen Beach, Rodeo Arena 1 and 2
cannot be used when this venue is reserved separately.
7. Rodeo Arenas 1 and/or 2 – requires Rodeo Parking Area F, and
Howelsen Parking Area C cannot be used as a venue.
8. Howelsen Parking Area F –Rodeo arenas 1 and 2 cannot be used as a
venue
9. Howelsen Parking Area E – Cannot be used exclusively for any event as
this parking area serves multiple non-event venue purposes, including
downtown and the ice arena.
10. Yampa Street –Howelsen Parking Area E cannot be used as a venue
11. Little Toots Park – no separate use of 12th street as venue
12. 12th Street – no separate use of Little Toots Park as a venue
13. If Rodeo/Amphitheater – no Howelsen parking area use as venue
14. If Rodeo/Amphitheater/Sports Field – no other use at Howelsen

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Process Improvement – Howelsen Lodge and Beach Reservations: Staff have
noted ongoing conflicts between the use of the Howelsen Hill Lodge and the
Howelsen Beach with special activities occurring in the Howelsen Hill area.
Currently, private reservations of these facilities can be made up to one year in
advance. This has resulted in weddings and parties being booked before
traditional permitted public activities like a free concert. Public safety review of
the Howelsen Hill Amphitheater has concluded that the Lodge needs to not be
accessible to the public during large events at the Amphitheater in order to
prevent an active shooter situation. Given the public benefit of special activities,
staff recommends that the reservation system for both Howelsen Hill Lodge and
Howelsen Beach be shortened to 6 months in order to alleviate this ongoing
conflict and allow for appropriate planning.

Policy Implementation: Special Activity Permit Denials (e.g. Blackouts): Using

the above capacity criteria, staff have identified the following time periods as
periods where the city is at or has exceeded capacity. As such, staff recommend
that no new, non-traditional events be permitted within these periods:

1. Winter Carnival Weekend

2. 4th of July and 4th of July Weekend
3. 2nd Weekend of July (Art in the Park, Balloon Festival, others)

Should traditional special events move to a different weekend, then these

proposed blackout periods would be reconsidered.

Policy Update – Venues: City staff and event producers have noted the
complexity of the Howelsen Hill area in terms of venues and the importance of
certain Howelsen Hill parking lots in serving the downtown area, as well as
serving multiple fields, facilities, and venues. This causes confusion, and as a
result, staff recommend that the Streets Venue Policy be specifically updated
to include the following:
 Parking lots: Howelsen Hill Parking Lots B, D and G will not be
considered for stand-alone special activities. Howelsen Parking Area E
cannot be used exclusively for any event as this parking area serves
multiple non-event venue purposes, including downtown and the ice
arena. Howelsen Hill Parking Lot A will be considered for stand-alone
special activities.

Process Improvement - Emergency Response Plans: Emergency response plans

are currently a part of the permit process requirement for event producers of
larger sporting events. Staff have identified the need for emergency response
plans for events of over 500 people, for events using the Howelsen Hill
Amphitheater and Rodeo Facility, when both are in use at the same time, and

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 for sports field use when both the Rodeo Facility and Amphitheater are in use.
Finally, if there are multiple events with a cumulative total of over 1,000 people
in the Howelsen Hill Area, then each event needs its own emergency response
plan. Event producers are responsible for developing and submitting an
Emergency Response Plan for their event. Staff recommend that these new
emergency response plan requirements be formalized as part of the program
guidance and application and implemented in 2020. As part of that process,
staff anticipate developing a planning template.

Chamber Transition Funding: City Council appropriated $20,000 to ease the

transition to new fees within the special activity process. These dollars are
administered by the Steamboat Chamber utilizing a reimbursement application
process. To date, $4,564 of the $20,000 has been spent. The chamber
anticipates some additional requests for funding, however it is clear that there
will be funds remaining by the end of the year. Staff seek council direction as
to how to handle these dollars. Options include:
 Allowing the Chamber to distribute these funds for the same purpose in
2020
 Allowing the Chamber to roll these funds into the 2020 special event
dollars so that the funds can be utilized for special event development.
 Request that the Chamber return these funds to the City.
 Direct that these dollars be utilized by the Chamber for some other
purpose.

II. SUMMARY AND ALTERNATIVES:

The city and event producers have gone through the first year of the new
special activity permit process system. City staff and event producers have
provided feedback on what worked well and what remains challenging after this
first year. City staff have reviewed the feedback and developed options and
recommendations for the following:

A. Policy implementation, including establishing capacity criteria, venue

correlations, and proactively identifying time periods that are at capacity.
B. Process improvements, including application modifications, Refining
definitions for field rental / special activity and private / public special
activity; modifying the advance reservation period for the Howelsen Hill
Lodge and Beach facilities, and formalization of Emergency Response
Plan requirements within the permit guidelines and application process.
C. Updating the Street Venue Policy to clarify use of parking lots at
Howelsen Hill
D. Chamber Transition Dollars

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 City Council may choose to:
 Direct staff to make no changes and keep the status quo.
 Direct staff to implement policies, update the special activity permit
policy, and implement process improvements, as proposed.
 Direct staff to modify the proposed policy implementation, process
improvements, and policy update as desired by city council.
 Direct staff to bring all or part of the recommendations back to council
for additional consideration.

III. STAFF RECOMMENDATION:

City staff recommend the following:

1. Process Improvement - Field Rental versus Special Activity Definition,

Private versus Public Definitions: Staff recommend updating the special
activity program guidance information and special activity permit
application with the clarifying criteria.

2. Process Improvement: City staff recommend that facility reservations for

the public for the Howelsen Hill Lodge and Howelsen Beach be accepted 6
months out instead of 1 year out.

3. Process Improvement: Emergency Response Plans: Staff recommend

that Emergency Response Plan requirements be formalized as proposed
within the permit guidance and application process.

4. Policy Implementation – Capacity Criteria: Staff recommend utilizing the

provided capacity criteria to define current capacity restraints and to
implement the existing Special Event Capacity Policy and Special Activity
Permit Denial Policy.

5. Policy Implementation – Venue Correlations: Staff recommend utilizing

the provided venue correlations to implement the Special Event Capacity
Policy and Special Activity Permit Denial Policy.

6. Policy Implementation: Special Activity Permit Denials: Staff recommend

that the City proactively communicate that Winter Carnival weekend, the
4th of July and the 4th of July weekend, and the 2nd Weekend in July are
time periods that are at capacity and that non-traditional events will not be
permitted during these time periods.

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 7. Policy Update – Venues: Staff recommend that the Parking Lot section of
the Street Venue Policy within the adopted Special Activity Permit Policies
be updated to reflect that Howelsen Hill Parking Lots B, D and G will not
be considered for stand-alone special activities. Howelsen Parking Area E
cannot be used exclusively for any event as this parking area serves
multiple non-event venue purposes, including downtown and the ice
arena. Howelsen Hill Parking Lot A will be considered for stand-alone
special activities.

8. Chamber Transition Dollars: Staff do not have a recommendation as to

what to do with remaining transition funding and request that council
determine what they would like to have happen with these dollars.

IV. FISCAL IMPACT:

Please see the attached financial spreadsheet (Attachment 3) which provides

detailed information on fees charged to each special activity permit, as well as
information on how the $20,000 budgeted by city council and distributed by the
Chamber to assist nonprofits with the transition to paying new fees.

In 2019, the City charged $60,386 in special activity fees. $9,000 was
charged for permit fee applications. Some of these fees were existing, and
some were new. The Parks and Recreation Land Use Permit and the City
Clerk’s Special Activity Permit were combined into one permit and application
process with a $150 application fee for all users. Parks and Recreation had
previously charged application fees, while the Clerk’s Special Activity Permit
had no costs associated with it. In the past, events that only used city
services or requested a street closure now pay the application fee.

Street closure fees and Community Service Officer fees were the two main
fees added to the cost recovery process. 15 events used a street venue,
which is $30/hour up to $240/day, and which resulted in a total of $3,105 in
street venue fees. These are new charges, as the city had previously not
charged for use of streets and parking lots as event venues. The City now
charges the same fee for both street and park venues. Park venue fees were
previously charged at this rate. Trail User Fees also have remained the same.

Police Department fees included the services of Community Service Officers

and Police Officers which resulted in a billed total of $18,206.25 over the span
of 15 events. This does not included events that occur outside of the special
event process including the Steamboat Springs Pro Rodeo and Triple Crown.

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V. LEGAL ISSUES:

The City code sections addressing special activity permits was updated in April
2019. The code acts in concert with special event policies which were adopted
via resolution in April 2019. Staff recommend updating the special activity
policies to reflect venue recommendations.

In order to ease the transition to the new system, the City waived fines
associated with late application submittals and non-compliance with permit
requirements. These fines will be implemented in 2020.

VI. CONFLICTS OR ENVIRONMENTAL ISSUES:

Changes to event administration were geared to make the system for efficient
and effective for city staff and event producers, however the changes have
required a learning curve and challenges on both sides. Overall, both city staff
and event producers feel that the changes to the system are going in the right
direction. There is agreement that additional evolution needs to occur. Some
event producers are concerned that the city is charging for services that were
previously provided for free.

VII. CONSISTENCY WITH COUNCIL GOALS AND POLICIES:

This item directly addresses city council's fiscal sustainability goal. It also
addresses council’s mission to provide superior services and a safe environment
in our thriving authentic community.

ATTACHMENTS:

1. Special Activity Permit Update Powerpoint

2. Resolution adopting Special Activity Policies
3. City staff debrief comments, October 2019
4. Event producer debrief comments, October 2019
5. Map of the Howelsen Hill Area
6. Special Event 2019 Financial Spreadsheet

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Special Activity Permit Update
ATTACHMENT #1

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Winnie DelliQuadri, Assistant to the City Manager
Process:
• Implemented the new system with 2019 special activity permits
• Staff Debrief
• Working Groups for analysis, options, recommendations
• Operational staff
• Public safety staff
• Event Producer / Stakeholder Debrief October 28, 2019
• Included review of recommendations
• Council Work Session
• Implementation for 2020
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Evolving Definitions
• Field Rental vs Special Activity – criteria include:
• reoccurring activity (field rental)
• non-traditional activity for field (special activity)
• number of people (larger: special activity)
• parking capacity exceeded (special activity)
• city services provided (special activity)

• Private vs public special activity  - criteria include
• number of people (smaller: private, larger: public)
• invite only (private)
• fundraising (public)
• number of services provided (none: private, some: public)
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Capacity Criteria – Objective Criteria
1. Fire personnel available  (4/day.  Off duty personnel)  
2. Ambulances available (1)
3. Police Officers available  (4/day.  Off duty officers)
4. Community Service Officers available  (Maximum of 8 people/day, 
120 hours per day, 400 hours per week, 1,420 hours per year)
5. Venue Capacity - # people per venue based on square footage
6. Parking available at the venue / venue area 
7. Cones available (300 cones)
8. Barricades available (30 barricades)
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Capacity Criteria – Subjective Criteria
• Total number of events, including sports fields and facility use
• Road closures in any particular area to allow public safety 
access
• Proximity to large events that take resources

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 Venue 
Relationships
• What are the 
relationships 
between 
venues – so 
that use of 
one venue at 
a certain size 
then closes 
use of 
associated 
venues?
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Parking Lot Venue Recommendations
• Howelsen Hill Parking Lots B, D and G will not be considered for 
stand-alone special activities.  
• Howelsen Parking Area E cannot be used exclusively for any 
event as this parking area serves multiple non-event venue 
purposes, including downtown and the ice arena.  
• Howelsen Hill Parking Lot A will be considered for stand-alone 
special activities.

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Special Activity Permit Denials

• Winter Carnival Weekend
• 4th of July and 4th of July Weekend
• 2nd Weekend in July
• In certain venue areas as identified in Venue Relationships

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Emergency Response Plans
• Require Emergency Response Plans 
• For large (500+ people) events 
• For Rodeo and Amphitheater when both are in use
• For Rodeo, Amphitheater and Sports Fields when all are in use
• For all events at Howelsen Hill if the cumulative total number of people 
at all events is over 1,000.

• Note – Event Producers develop their own ERP

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Chamber Transition Funding
• $4,564 spent out of $20,000 Available to the Program
• Some additional funds make be requested this year

• Staff seek direction with how to handle the remaining funds
• Allow the Chamber to distribute these funds for the same purpose in 
2020
• Allow the Chamber to roll these funds into the 2020 special event 
dollars so that the funds can be utilized for special event development.
• Request that the Chamber return these funds to the City.
• Direct that these dollars be utilized by the Chamber for some other 
purpose.
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Recommendations To City Council
• Process Improvements:
• Field Rental versus Special Activity Definition, Private versus Public 
Definitions:  Update special activity program guidance information and 
permit application with the clarifying criteria. 

• Howelsen Lodge and Beach Reservations:  Reservations accepted 6 
months out 

• Emergency Response Plans:  Formalize requirement for ERPs by 
event producers within the permit guidance and application process.

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Recommendations To City Council
• Policy Implementation 
• Capacity Criteria:  Utilize capacity criteria to define current capacity 
restraints and to implement the existing Special Event Capacity Policy 
and Special Activity Permit Denial Policy.

•  Venue Relationships:  Utilize the venue relationships to implement the 
Special Event Capacity Policy and Special Activity Permit Denial Policy.

• Special Activity Permit Denials:  Proactively communicate that Winter 
Carnival weekend, the 4th of July and the 4th of July weekend, and the 
2nd Weekend in July are time periods that are at capacity and that non-
traditional events will not be permitted during these time periods.

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Recommendations To City Council
• Policy Update – Venues:  
• Update the Parking Lot section of the Street Venue Policy within the 
adopted Special Activity Permit Policies
• Howelsen Hill Parking Lots B, D and G will not be considered for stand-alone 
special activities.  
• Howelsen Parking Area E cannot be used exclusively for any event as this 
parking area serves multiple non-event venue purposes, including downtown and 
the ice arena.
• Howelsen Hill Parking Lot A will be considered for stand-alone special activities.
• Chamber Transition Dollars:  
• No Staff Recommendation
• Chamber staff recommend that these funds supplement the 2020 
special event funding and be used for special event development
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 ATTACHMENT #2

CITY OF STEAMBOAT SPRINGS, COLORADO

RESOLUTION NO. 2019-37

A RESOLUTION ADOPTING CITf OF STEAMBOAT SPRINGS SPECIAL ACTIVITY

PERMIT POLICIES.

WHEREAS/ the City Council has updated its Special Activity Permit at Chapter 12,
Article IV/ Division 1 of the Steamboat Springs Revised Municipal Code; and

WHEREAS/ Section 12-82(2) of the new code requires that policies for special
activity permits shall be adopted by City Council resolution; and

WHEREAS/ the Steamboat Springs City Council has a vision to preserve our past
while assuring an economically/ culturally/ and environmentally sustainable future; and

WHEREAS/ the number of special events in our community continues to increase

over time and the City would like to minimize community impacts from special events and
ensure public safety of residents and visitors; and

WHEREAS/ the City supports high quality event planning and fun event
experiences; and

WHEREAS/ the City would like to increase cost recovery for city services provided
to special events,

NOW/ THEREFORE/ BE IT RESOLVED BY THE CITY^ COUNCIL OF THE CITY OF

STEAMBOAT SPRINGS, COLORADO/ THAT:

1. The City Council of the City of Steamboat Springs hereby approves the City of
Steamboat Springs Special Activity Permit Policies/ a copy of which is attached
hereto as Exhibit "A"/ and by this reference made a part hereof.

PASSED/ ADOPTED, AND APPROVED this 14th day of May/ 2019.

AA
^son Lacy, President
Steamboat Springs Cj(y<£ouncil

ATTEST: ;^f oFsr^;v

^.—^^
^ * ^-.^. '*TA)/f^. ''

"*.';C^ '<!

liUl ^^l/^
Jtrfffe Franklin/ CMC
City Clerk

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 Exhibit A
City of Steamboat Springs Special Activity Permit Policies

Event Categories: The City of Steamboat Springs classifies formal activities (also
referred to generally as "events") on city lands or that require city services into three
different categories:

• Non-Sports Special Activity: Festivals/ automobile shows/ arts and/or crafts

shows/ outdoor concerts/ carnivals/ or any non-sports event that requires two or
more city services or uses one or more city venues such as city roads/ parking
lots/ parks/ or facilities.

• Sports Activity: Foot races/ bike races or tours/ sports tournaments/ or any other
recreational or competitive sporting event that uses 2 or more city services or
uses one or more city venues such as city roads, parking lots/ trails/ parks/ or
facilities,

• City/SchooI/Private Activities: Traditional city/ school/ and private functions that

contribute to the health and well-being of the community.

Parks Venue Policy: The City of Steamboat Springs supports high quality events
while also working to minimize impacts to the community through providing event
venues within park properties as follows:

• Sports Complex - Sports Events and City/School/Private activities/100% of the

facility.

• Regional Parks - All event types/100% of the facility.

• Community Parks - All event types/ venue area pre-determined for each park.
Pre-determined area does not use the entire community park and allows for
citizen use of the community park.

• Neighborhood parks - City / School / Private activities only. 50% of the facility.

• Natural Areas - City / School / Private activities only. 25% of the facility.

• Primary Trails: Sports Events/ City/School/Private activities. Restricted to

mnning/walking events (low impact/ no mass start/finish), non-timed bicycle
events (low impact), 50% of the trail system.

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 • Secondary Trails: Sports Events/ City/School/Private activities. Restricted to
mnning/walking events (low impact, no mass start/finish)/ non-timed bicycle
events (low impact). 25% of the trail system.

• Backcountry Trails: Sports Events/City/SchooI/Private activities. Restrictions by

trail area: Spring Creek (no timed bicycle events/ Routt County permission for
use of road. 75% of the trail system.

• No formal activities are allowed in mini/pocket parks/ open space/ and conserved
open space.

• The City Manager may provide an exemption to this policy on a case-by-case

basis.

Streets Venue Policy: The City of Steamboat Springs supports high quality events
while also working to minimize impacts to the community through providing event
venues within city streets and parking lots as follows:
• Arterial Road (Highway 40): No closures except for Winter Carnival (both days)/
July 4th Parade/ Steamboat Springs Marathon (partial closure)/ and Halloween
Stroll.

• Collector Road: The following collector roads may be closed for events:
o Yarn pa Street
o 4th Street/ Lincoln to Oak
o 5th Street/Oak to Pine
o 6th Street/ Yampa to Oak
o 7th Street/ Yampa to Lincoln
o 8th Street/ Yampa to Pine
o 10th Street/ Yampa to Oak
o 12th Street/ Yampa to Lincoln

• Local Road: All local roads will be considered for requests for events for a period
not to exceed 6 hours/ with notification of all impacted properties. Adjacent
closures/ construction needs/ neighbor access/ and public safety will be
considered in the review process.

s Parking lots: City owned parking lots not associated with city facilities will be
considered for requests for events. Parking lots associated with parks are
considered a part of the park that they serve and are addressed in the park
venue policy,

• The City Manager may provide an exemption to this policy on a case-by-case

basis.

1.25
Special Activity Capacity Policy: Events are an important part of the culture and
makeup of the Steamboat Springs area. Two important aspects of a special event is the
experience for the attendee and public safety for the community. In order to ensure
that our special events are both enjoyable and safe policies are necessary to assist in
making good decisions about how many special events the City has at one time and the
capacity for areas within the City to absorb those events.

• There are a limited number of available venues where a special event can be
held. Each venue has a specific maximum capacity of participants. An event that
is anticipated to exceed that capacity will be required to select an adequate
venue or the permit will be denied.

• General regions within the City of Steamboat Springs also have a limited capacity
of how many special events can be safely held in that area. When those
capacities are met then additional special eveflt permits in that area will be
denied.

• The city has the ability to provide public safety services to a certain number of
events during the same time period. When those capacities are met/ then
additional event permits during that time period wil! be denied.

Special Activity Permit Denials: A special activity permit will be denied if there are
safety/ staffing/ capacity/ and impacts from the event are deemed out of the ability for
the city to manage/ if the applicant or event has unpaid fees to the city/ if the applicant
or event has been noncompliant with event requirements in previous years/ or if the
event conflicts with an annual special event which is reasonably expected to be held
again, but for which an application has yet to be submitted.

Special Activity Application Deadlines: Events take planning and coordination not
only for the event producer/ but also for the City departments tasked, with providing
service for the event. The City Manager will set clear deadlines and expectations for
events. Not meeting those deadlines and expectations will result in a late fee and can
result in a denial or cancelation of the event permit.

Special Activity Fee Policy: Providing services for events has a cost to the City.
Fees will be charged to offset the cost to the city of providing permits/ facilities and
services to events. The City Manager will set all fees. The City will provide free
services to core Winter Carnival and July 4th activities and to the Halloween Stroll. Fees
may not be waived.

1.26
 ATTACHMENT #3
Special Events – City Staff Year 1 Debrief
October 2019

What is working well:

1. Internal city review process and turnaround times are working well– applications sent out and
reviewed by critical staff. The process flows well and gets event information out to divisions
(some issues, but overall working)
2. The new extra duty contract is clear.
3. Clarified commitments and connections – the process provides more equitable treatment of
event producers
4. Increased quality of city planning and services. We have found places where the city was doing
poorly internally and have been able to make corrections.
5. Has made city look at every event with the new lens for public safety
6. Increased engagement and communication between city and producers.
7. Council has supported the process and evolution of the system.
8. Face to face meetings allow city staff to communicate public safety issues to producers, which
has led to more flexibility to work out issues in advance of the event.
9. Meetings have built relationships between city and producers.
10. After action meetings enable learning and evolution.
11. Breaking down silos within the city regarding capacity and role – we learn from each other as we
educate event producers.
12. Friday notice of all events is happening for the weekend keep everyone in the loop.
13. Debriefs / Pre-event meetings help coordinate and anticipate
14. Communication has improved
15. Event producers have more ownership
16. Yampa Street is working well as an event venue – (e.g. we moved things off of Lincoln)
17. Application process has been clear and not confusing
18. Honed in on who needs to be at the table and contacted – less confusion.

Ongoing Issues:

1. Confusion and lack of coordination with the County. We grant permits for events that also
happen in the county, and the producers thinks everything is covered. Or alternately,, the
county approves an event that also happens in the city, and the producer is not aware of the city
process.
2. Monitoring and Enforcement – The City does not have staff to monitor or enforce permit
conditions and there is no clarity as to what happens when there is non-compliance. CSOs are
the only staff on site, and they don’t have the authority to shut something down, even when
there are public safety concerns – e.g. fire truck access, traffic safety, etc.

1.27
3. The City needs to identify who has authority when there is an issue to make a decision on the
day of an event.
4. Lack of monitoring means we often don’t know if permit conditions are followed.
5. There could be a benefit to having staff only debriefs as after action meetings could be
embarrassing for event producers to have negatives brought up.
6. Drama from producers is not helpful to the process.
7. Lack of detailed information to give products and lack of detail to staff means we are not all on
the same page. We need to develop “How To” sheets with photos for street closures, cones,
and other items.
8. Need “Day Of” contacts from producers so PD/FD have someone to call on the day of. The folks
who fill out the application are not necessarily the folks on the ground on the day of the event.
9. Need a new naming convention for files – by date and not alphabetical – so that it is easier to
pull up the events for the upcoming weekend.
10. We waived penalties this year, and need to make sure that is communicated so that folks
understand that we will charge the penalty fees next year.
11. Need to implement consequences for not having a permit or not following permit conditions
12. What size event will trigger need for EMR folks to be hired? What size and type of event to
trigger additional security requirements?
13. Volunteers in CSO spots (traffic control) may be a liability for the city.
14. Coordinating with construction that impacts venues has not gone well.
15. No on call person on F/SA/SU – producers are asked to call dispatch. Staff are called by
producers at home.
16. Overlapping events, especially at Howelsen, creates concerns.
17. Need better coordination with facility rentals and field rentals.
18. Disconnect between application versus on the ground reality for some events. At times, need
more information on operating plan in writing.
19. No easy process to charge producers when they break things. (ex, driving in parks breaks
irrigation systems.)
20. Venue lessons learned need to be built into venues.
21. Producers often are not following permit conditions.
22. Applications are not turned in on time. (This year was grace period on penalty.)
23. Events are not picking up cones/barricades and staff has to chase them.
24. Need one invoice for the event, not several.
25. Need to clarify that producers are responsible for the venue – any issues in the venue must be
paid for by the producer, even if we don’t have proof that they broke something. (e.g. certify
venue is ready to go, producer is responsible for any problems.)
26. Alternate parking plan needed when 80% spots in venue required by event
27. We want to highlight/recognize producers and events that have done a great job.
28. Timing is an issue with weddings at the lodge making reservations before events are dialed in.
29. Need to do a better job of tracking / coordinating / managing use of Meadows parking lot as
parking overflow for multiple events happening at the same time.

1.28
 ATTACHMENT #4

Special Events – Event Producer/Stakeholder Year 1 Debrief

October 28, 2019

What is working well:

1. Matt Eidt-The City has held a lot of forums for meetings and there is good
communication.
2. Ted Carey- The communication is good, we know who to contact.
3. Amy Charity- Working with Rachel as the one contact is great.
4. Krista D- Public Works is very involved with special events, more so than most
other communities.

Ongoing Issues and Challenges:

1. Matt Eidt: Increased fees and decreased services.
2. Nicole- Permitting challenges with Mountain Village Partnership at Steamboat
Resort.
3. Lisa P- Overlapping events can be challenging if there is no contact between
those events.
4. Matt Jost- CMC feels behind and want to keep up with the changes.
5. Lisa/Krista- There is some challenge of not knowing when the County should be
part of the process.
6. Matt Edit- It can be difficult to know who is calling the shots between the
different departments and having to please different departments.
7. Angie- Lincoln was opened on 4th of July before the official go ahead was given
to open the street.
8. Sylvie- When CSOs are hired, who can give direction to them? What is the chain
of command?
9. Madison- Scott Schaffer had a lot of knowledge about traffic patterns and how
CSOs should operate- this year the CSOs did not know what to do.
10. Kara- CSOs were not arriving on time.
11. Matt Eidt- There is a discrepancy between number requested and number of CSOs
and police actually for the event.
12. Lee C- There were issues getting CSOs and the times available for Winter
Carnival.
13. John Hutchinson- There was an overlap with construction while event was going
on.

Proposed Policies:
1. Matt Eidt- Regarding venue relationships (Little Toots Park and 12th Street), it
would be great to create space for complimentary events.
2. Nicole- This is very helpful to see the relationships between venues.
3. Krista- The trail leading up to the jumps is a safety issue for events in the
Amphitheater.

1.29
ATTACHMENT #5

1.30
 ATTACHMENT #6
REPORTED #
APPLICATION FEES PAYMENT STREET CLOSURE FEES PAYMENT PARK/OPEN SPACE USER FEE P&R TRAIL USER FEES PD CSO FEES PAYMENT DATE - CHAMBER
EVENT / ORGANIZATION EVENT DATE CONTACT OF TRAIL TOTAL FEES NOTES
DATE - LUNDY DATE - LUNDY PAYMENT DATE - CUSACK PAYMENT DATE - CUSACK NORTHROP REIMBURSEMENT
USERS
RMYC Moons hi ne Ski a nd Di ne 01/18/19 Ka te Wa rnke $150 11/27/18 NA NA NA NA 33 $462 01/23/19 NA NA 612.00 33 pa rti cpa nts x $14 Nordi c Ti ckets //TIF Pa i d by Ci ty Ma na gers Budget
Qua rry Mt Ques t Adventure Ra ce 06/30/19 Jes s i ca Eva ns $150 02/06/19 NA NA $240 07/09/19 37 $111 07/09/19 NA NA 501.00
45th Annua l Art i n the Pa rk 7/13-14/19 Syl vi e Pi quet $150 01/10/19 $210 08/06/19 $480 01/08/19 NA $ 1,649.00 08/21/19 2489.00 $1,000.00
Cul pepper & Merri wea ther Ci rcus 7/8-9/19 Ji m Roya l $150 03/26/19 NA NA $480 08/07/19 NA NA NA 630.00 Rodeo Pa rki ng Lot @ $240/da y x 2 da ys
CO HS Cycl i ng Lea gue 9/7-8/19 Ka te Ra u $150 01/16/19 NA NA $1,100 03/20/19 584 $2,628 09/25/19 $ 1,606.25 09/25/19 5484.25 $1,000.00 $240/da y Jump Fl a ts | $240/da y Roedo | $150 Res troom Cl ea ni ngs
Ma i n Street Fa rmers Ma rket 6/15-9/21/19 Sa t. Li s a Popovi ch $150 01/08/19 $240 07/09/19 NA NA NA NA NA 390.00
SBT GRVL - Gra vel Bi ke Ra ce 8/17-18/19 Ma rk Sa tki ewi cz $150 01/08/19 $480 01/08/19 NA NA NA $ 1,045.50 Due 10/28/19 1675.50
Hot Ai r Ba l l oon Fes ti va l 7/12-13/19 Loga n Mol en $150 01/23/19 NA NA $265 07/31/19 NA $ 671.00 09/09/19 1086.00 $240 + $25 s ta ff ti me (fi l l i ng pool )
Snow Ka ya k/SUP Ra ce 03/24/19 Kevi n Fi tch $150 02/21/19 NA NA $710 05/01/19 NA NA NA 860.00 Snowca t: $210/hour x 2 hours | $25/hour x 2 hours
Pi oneer Da y Bl ock Pa rty 07/04/19 Ca ndi ce Ba ni s ter $150 01/23/19 $210 Pa i d NA NA NA NA NA 360.00
Communi ty Recycl i ng Drop-Off 05/11/19 Ca meron Ha wki ns N/A N/A N/A N/A NA NA NA NA NA 0.00
SS Runni ng Seri es See Appl i ca ti on Tyl er Ja cobs $150 02/04/19 NA NA NA NA TBD DUE: 11/15/19 NA NA 150.00
Run Ra bbi t Run 9/13-14/19 Pa ul Sa chs $150 01/11/19 NA NA NA NA 250 $750 10/10/19 NA NA 900.00
Snow Vol l ey USA 4/6-7/19 Luci a Howa rd $150 03/08/19 NA NA $595 04/09/19 NA NA NA 745.00
Stea mboa t Sti nger 8/10-11/19 Ka ti e Bl a ck $150 01/29/19 NA NA NA NA 912 $2,736 10/02/19 NA NA 2886.00
Ta i l s n' Tra i l s 5k Run 06/08/19 Sa ma ntha Hol l i ngs hea d $150 01/21/19 NA NA NA NA 0 NA NA 150.00
Tour de Stea mboa t 07/20/19 Sa ra h Jones $150 01/18/19 $240 04/12/19 $240 08/07/19 NA NA NA 630.00
Wi nter Ca rni va l 2/6-10/19 Lee Ca l i ha n $150 01/28/19 NA NA NA NA NA NA NA 150.00
Wi nter Wondergra s s 2/22-24/19 Mi cha el Wel l e $150 02/19/19 NA NA NA NA NA NA NA 150.00
Li ons Cl ub Pa nca ke Brea kfa s t 07/04/19 Jeff Mes s i nger $150 03/13/19 $180 06/10/19 NA NA NA NA NA 330.00
Stea mboa t Ma ra thon 06/02/19 Angi e Robi ns on $150 03/01/19 $240 04/24/19 NA NA NA $ 2,048.50 07/25/19 2438.50 $1,000.00
Rocky Mounta i n Mus ta ng RoundUp 6/13-6/15 Wendel l Sa l a s $150 04/26/19 $480 09/23/19 $240 07/08/19 NA $ 4,020.50 09/24/19 4890.50 $240 i s for Li ons Cl ub's us e of Li ttl e Toots Pa rk (beer vendor)
Memori a l Da y Servi ce 05/27/19 Ti na Kypri os N/A N/A N/A N/A NA NA NA NA NA 0.00
4th of Jul y Pa ra de 07/04/19 Angi e Robi ns on $150 04/24/19 N/A N/A NA NA NA NA NA 150.00 $75.00
Wi l d Wes t Rel a y 08/03/19 Pa ul Va nderhei den $150 04/02/19 N/A N/A $240 06/12/19 41 $123 DUE: 8/16/19 NA NA 513.00 Rver Creek Pa rki ng Lot @ $240/da y
Sa fe Routes to School Bi ke Rodeo 05/31/19 Sa l l y Ca ri vea u N/A N/A N/A N/A NA NA NA NA NA 0.00
Ya mpa Ri ver Fes ti va l 05/31-6/2 Kent Vertees /Jul es Poma $150 04/17/19 NA NA $570 05/31/19 NA $ 1,292.00 09/05/19 2012.00 $931.00 Fetcher @ $240/da y - Ri ch Wei s s @ $30x3 hours a nd Ri ver @ $240/da y
Bi ke Swa p 05/25/19 Bl a i r Seymour $150 04/17/19 N/A N/A NA NA NA NA NA 150.00
STARS Bi ki ng the Boa t 09/21/19 Bets y Ba ur $150 03/28/19 NA NA $240 DUE: 10/15/19 52 $156 10/08/19 NA NA 546.00
Ki ckba l l Kl a s s i c 08/23-08/24 Kri s ta Benedetti $150 06/17/19 N/A N/A $498 Pendi ng NA NA NA 648.00
Reds , Whi tes , a nd Brews 06/22/19 Lori McLea n $150 05/29/19 $240 06/17/19 NA NA NA $ 136.00 TBD 526.00
Free Concert Seri es See Appl i ca ti on Wi l l i s Wodni k $150 04/30/19 N/A N/A $1,200 06/18/19 NA $3,017.50 TBD 4367.50 5 concerts @ $240/da y
Ri s e Stea mboa t Fi tnes s See Appl i ca ti on Rea l l Rega n $150 05/06/19 N/A N/A $180 09/30/19 NA NA NA 330.00
Vol l eyba l l of the Rocki es 07/04-07/07 Tom Da venport $150 05/13/19 N/A N/A $2,232 08/06/19 NA NA NA 2382.00
Opti mi s t Cl ub Fi s hi ng Derby 06/15/19 Ron Wendl er $150 06/04/19 N/A N/A $120 06/04/19 NA NA NA 270.00
Rota ry Cha ngi ng of the Gua rd 06/25/19 Ca rol Johns on NA NA NA NA $135 07/15/19 NA NA NA 135.00 Pri va te Pa rty- no a ppl i ca ti on fee/$135 pa i d by CM
Cl i ent Appreci a ti on Pa rty 05/26/19 Col ema n Cook NA NA $120 05/15/19 NA NA NA NA NA 120.00 Pri va te Pa rty- no a ppl i ca ti on fee
4th of Jul y Jumpi n & Ja mmi n 07/3-07/4 Jeff Modes i tt $150 05/15/19 NA NA NA NA NA NA NA 150.00
4th of Jul y Cel ebra ti on Fi reworks 07/04/19 Wi nni e Del l i Qua dri NA NA NA NA NA NA NA NA NA 0.00 No cha rge for government
SSWSC Ska teboa rdi ng Progra m See Appl i ca ti on Jeff Modes i tt $150 05/24/19 NA NA Vol unteer Hrs Rec: 9/6/19 NA NA NA 150.00
Youth Adventure Ca mp See Appl i ca ti on Mi ke Boone $150 06/10/19 NA NA $900 10/17/19 NA NA NA 1050.00 30 hours @ $30/hour
Cowpi e Cl a s s i c 07/13/19 Dus ti n Brown $150 05/28/19 NA NA $656 10/11/19 NA NA NA 806.00
SSWSC Mounta i n Bi ke Youth Progra m See Appl i ca ti on Jeff Modes i tt $150 05/24/19 NA NA Vol unteer Hrs Rec: 9/9/19 NA NA NA 150.00
Mus i c on the Green See Appl i ca ti on Soni a Fra nzel $150 06/13/19 NA NA NA NA NA $ 816.00 10/28/19 966.00 $483.00
Gl ow i n the Pa rk 08/18/19 Soni a Fra nzel $150 06/13/19 NA NA NA NA NA NA NA 150.00 $75.00
Stea mboa t Spri ngs BMX See Appl i ca ti on Gi na Grether $150 06/13/19 NA NA Vol unteer Hrs DUE: 9/15/19 NA NA NA 150.00
Ya mpa Va l l ey Cra ne Fes ti va l 8/29-9/1 Na ncy Kra mer $150 05/30/19 $120 05/30/19 NA NA NA NA NA 270.00 They i ntend to us e Li ttl e Toots Pa rk for bi rd yoga but wi l l not be res ervi ng i t
Cl i ent Appreci a ti on Pa rty 08/30/19 Ka ra La ra bee $150 06/10/19 $240 08/09/19 NA NA NA $ 306.00 TBD 696.00
Out Here Yoga i n the Pa rk Summer Kel s ey Rya n $150 03/27/19 $870 09/24/19 NA 1020.00 29 1 hour cl a s s es
Stea mboa t Soccer Aca demy 7/9-7/12; 7/14-7/17 Rob Bohl ma n $150 05/23/19 NA NA $1,756 10/21/19 NA NA NA 1906.25
Mounta i n Soccer Tourna ment 7/18-7/21 Bra d Church $150 05/17/19 NA NA $5,768 Pendi ng NA NA NA 5918.47
24 Hour Boa t Crui s e 9/13-9/14 Nel l y Na va rro $150 06/03/19 NA NA NA NA 42 $126 10/08/19 NA NA 276.00
Stea mboa t Tri a thl on 08/11/19 La nce Pa ngutti $150 06/10/19 $75 08/16/19 NA NA NA $ 170.00 09/12/19 395.00
Ya mpa Ri ver Cl ea n Up a nd Cel ebra ti on 08/10/19 Ta ra Cus a ck NA NA NA NA NA NA NA NA NA 0.00 No a ppl i ca ti on fee for government
Revol uti on Enduro 7/20-7/21 Da vi d Scul l y $150 06/18/19 NA NA NA NA NA NA NA 150.00
Stea mboa t Spri ngs Sta ge Ra ce Aug 31-September 2 Corey Pi s copo $150 06/19/19 $240 08/31/19 NA NA NA $ 1,428.00 10/01/19 1818.00
Ki ds Move Fes t 8/17-8/18 Kri s ten Rockford $150 07/02/19 NA NA NA NA NA NA NA 150.00
SSMS Cros s Country Invi ta ti ona l 09/05/19 Joe La l i berte NA NA NA NA NA NA 169 $427 10/28/19 NA NA 427.00 No a ppl i ca ti on fee for s chool
Empl oyee BBQ 08/15/19 Ra chel Lundy NA NA NA NA NA NA NA NA NA 0.00 No a ppl i ca ti on fee for government
Col ora do Cl a s s i c 08/22/19 Sa ma ntha Al l en $150 07/19/19 NA NA NA NA NA NA NA 150.00
NW Col ora do Bui l di ng Futures - Ca reer i n Co 09/04/19 Don Ma rchba nks NA NA NA NA $240 08/08/19 NA NA NA 240.00 No a ppl i ca ti on fee for government
Chi l i Cha l l enge 09/28/19 Li s a Popovi ch $150 07/22/19 $240 09/28/19 NA NA NA NA NA 390.00
OktoberWes t 09/14/19 Jenni fer Gra thwohl $150 08/02/19 NA NA NA NA NA NA NA 150.00
Suns et Ga l a 09/08/19 Annma ri e Bl odgett NA NA NA NA NA NA NA NA NA 0.00 No a ppl i ca ti on fee for pri va te pa rty
Rocky Mounta i n Bul l Ba s h 09/01/19 Anni e Mortens en $150 08/07/19 NA NA NA NA NA NA NA 150.00
Books i n the Pa rk 09/08/19 Chel s ea Si mmers $150 08/02/19 NA NA CXLD CXLD NA NA NA 150.00
SSFR Open Hous e 09/14/19 Chuck Cera l s ol i NA NA NA NA NA NA NA NA NA 0.00 No a ppl i ca ti on fee or roa d cl os ure fee for government
Opti mi s t Cl ub Pumpki nfes t 10/12/19 Ron Wendl er $150 10/12/19 NA NA $240 09/10/19 NA NA NA 390.00
Ha l l oween Strol l 10/31/19 Li s a Popovi ch NA NA NA NA NA NA NA TBD TBD 0.00 Per Ci ty Counci l , Ci ty wi l l cover the s treet fee. Al s o wi l l cover CSO cos ts
Food a nd Wi ne Fes ti va l - Brunch 10/06/19 Li s a Popovi ch $150 08/27/19 $240 08/27/19 NA NA NA TBD TBD 390.00
Communi ty Recycl i ng Drop-Off- Fa l l 10/26/19 Ma di s on Muxworthy $150 10/26/19 NA NA NA NA NA TBD TBD 150.00
Stea mboa t Fa l l Fes ti va l 10/05/19 Sa ra h Prechtl $150 09/12/19 NA NA $240 11/15/19 NA NA NA 390.00
Turkey Trot 11/28/19 Li s a Tummi nel l o $150 10/29/19 N/A N/A NA NA NA NA NA 150.00
$9,000 $3,585 $20,436 2120 $7,519 $ 18,206.25 $4,564.00

TOTAL FEES COLLECTED $60,866

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